This version: Date: October 2025 - Version: 3.0
The NHS Business Services Authority (NHSBSA) has been commissioned by the Department of Health and Social Care (DHSC) to lead the procurement and delivery of the Future NHS Workforce Solution.
We want to keep you informed of the Future NHS Workforce Solution Transformation Programme and provide information to support your readiness for implementation of the future solution.
What information we collect and hold
We may collect and hold the following personal information about you:
- first and last name
- work email address
- work telephone number
- job title
- organisation(s) you are employed by or involved with
- contact details (as above) of Personal Assistants (PAs), where applicable
We may also collect and hold information from or related to your communications and engagement with the programme. This may include:
- emails to the programme's mailbox
- engagement with the programme team, including emails, meetings, events etc
- engagement with any local or national programmes relevant to this programme
- documentation from meetings and events attended by the programme
- volunteering, registration, and/or attendance at programme events/activities
- subscription to the programme FutureNHS workspace
- subscription to the programme mailing list
- preferred method of communication
- interest in the future solution
We may also record any communications and engagements we have with you, such as, the retention of any emails or other documentation related to meetings and events attended by the programme.
How we collect your information
We may collect personal information whenever you engage with the programme. This may include the communications and engagements listed above, and any attendance at meetings, events, or activities attended by the programme.
There may be occasions where your details are provided to us by other parties who feel you may be interested in the programme, where this occurs, we will share this privacy notice, and you will be given the opportunity to have your information withdrawn.
You can withdraw your consent at any time by contacting us directly at futureNHSworkforcesolution@nhsbsa.nhs.uk.
How we your information
We will use your personal information to:
- communicate and engage with you about the programme
- respond to your query about the programme
- invite you to volunteer, register and/or attend programme events etc
- encourage you to subscribe to the programme FutureNHS workspace
- encourage you to subscribe to the programme mailing list
- understand your readiness for the future solution
We will also use information from or related to your communications and engagement with the programme to inform future stakeholder engagement.
The lawful basis:
The NHSBSA and the programme process data based upon recognition that the data subject has a clear legitimate business need to be contacted regarding the future workforce solution.
How we will store your information
Your personal information will be held internally on our cloud-based stakeholder relationship management system.
Your information may be stored outside the UK/EU/Switzerland using all the appropriate safeguards required by UK Data Protection Law.
Your personal information will be accessed by members of our programme team who hold stakeholder relationship management responsibilities. This may include members of the supplier team.
The programme will keep your data for 10 years to fulfil the lifespan of the programme.
Keeping your information up to date
The personal information we hold will be reviewed regularly for accuracy. In addition, we also:
- include a link in each of our programme stakeholder updates (sent at least twice a year) to provide you with the opportunity to update your details or to unsubscribe from the mailing list
- update your records to reflect changes to your personal information
- review your programme needs and remove any stakeholder that becomes inactive.
Sharing your personal information
The programme may share your personal information with the supplier of the Future NHS Workforce Solution and other parties acting on their behalf to support the transition of the current Electronic Staff Record (ESR) service and implementation of the future solution.
Your information will not be used by the supplier or any other parties acting on their behalf for any purpose other than outlined above.
Your personal information may also be visible to others when you attend a programme event(s), activities or subscribe to the programme FutureNHS workspace.
Your personal information and information about your organisation may be shared through your attendance/representation in forums, networks, user research that is relevant to the programme.
Information we hold about your organisation
To support the delivery of the current service and the implementation and delivery of the Future NHS Workforce Solution, the programme may share information we collect and hold about your organisation with the programme’s supplier and other parties acting on their behalf.
This may include the following information about your organisation:
- your organisation's Levels of Attainment against the ESR Standards
- your organisation's response to the Organisational Readiness Survey
- any optimisation projects. including any support received from the programme or Workforce Optimisation Team
- any third-party interfaces your organisation subscribes to
- any information held in our stakeholder relationship management system about your organisation
- any other additional data collected by the programme in relation to your organisation's optimisation of ESR and readiness for, and implementation of, the future solution
Your information will not be used for any purpose other than outlined above.
Your rights
The information you provide will be managed as required by Data Protection Law.
You have the right to:
- receive a copy of the information we hold about you
- request your information to be changed if you believe it was not correct at the time you provided it
- request your information to be deleted if you no longer want it stored in our data management system
If you want to request that we change or delete your information, contact us at futureNHSworkforcesolution@nhsbsa.nhs.uk
You can find out more about how the NHSBSA organisation processes information and how to contact us about general queries on our website.
How to contact us
If you have any queries in this particular privacy notice, or want to request that we change or delete your information, contact us at futureNHSworkforcesolution@nhsbsa.nhs.uk.
For general queries about how the NHSBSA processes and handles data please contact:
Data Protection Officer
Information Governance
NHS Business Services Authority
Stella House
Newcastle upon Tyne
NE15 8NY
Email: dataprotection@nhsbsa.nhs.uk
Data Protection Officers are responsible for upholding your rights and making sure we process your information correctly.
Concerns about how we are using your information
If you have any concerns about the processing of your information, contact the Data Protection Regulator:
Information Commissioner’s Office
Wycliffe House
Wilmslow
SK9 5AF
Email: www.ico.org.uk/global/contact-us/email
Website: www.ico.org.uk
Changes to this privacy notice
The Future NHS Workforce Solution Transformation Programme reviews this privacy notice periodically. This privacy notice was last updated in October 2025.